Close out document for space projects

The purpose of this document is to mark the completion of the identification stage of the project by confirming that essential deliverables, documents and activities have been completed and lessons learned identified.

This table is only an example and contains no data.

Table Summary

This table lists the required National Project Management System (NPMS) deliverables at the Delivery Close Out of space projects (leased or crown accommodation), whether they are required or not for NPMS Full, Lite or Ultra Lite, when and by who they were approved, and where the documents are located.

National Project Management System (NPMS) deliverable documents required at the delivery close out
Responsibility NPMS deliverable documents Footnote 1 Project execution stream requirements Approved by / Date Electronic project filing structure (EPFS) document location
(Note: delete file reference and indicate file location if different from EPFS location)
Leased accommodation Crown accommodation
Full (F) Footnote 2 Lite (L) Footnote 3
> $1M
L
> $250K-
<
$1M
Ultra Lite (UL) Footnote 4
> $25K- <$250K
F L
> $1M
L
> $250K -<$1M
UL
> $25K-
<
$250K
Fit-
up
Renewal exercise – No fit up (RE-NFU) Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Project Leader (PL) /
Project Manager (PM)
Specific Services Agreement (SSA)                   F_CLIENTS\01_Agreement\SSA
PM Approved Project Management Plan (PMP)                               A_NPMS\06_Planning\Project Management Plan Approval
PM Approved Simplified Project Management Plan (S-PMP)                           A_NPMS\06_Planning\Project Management Plan Approval
PL Approval Document (AD) - documented evidence of Project Leader acceptance of Design Development drawings and substantive construction cost estimate OR Long Form Investment Analysis Report (LF-IAR) when amended Project Approval (PA) / Expenditure Authority (EA) submission is required to be sought                               A_NPMS\07_Design
PL Approved Document (AD) - LF-IAR and TB Submission if required                               A_NPMS\07_Design\IAR Signed (EA) A_NPMS\07_Design\TB Submission (EA)
PL Approved Document (AD) - documented evidence of Project Leader acceptance of Design Development drawings and substantive construction cost estimate OR Short Form Investment Analysis Report (SF-IAR) when amended PA/EA submission is required to be sought                                 A_NPMS\07_Design
PL Approval Document (AD) - SF-IAR                                 A_NPMS\07_Design\IAR Signed (EA)
PM Product Turn Over (PTO) - signed Interim Cert. of Completion of Lessee's Improvements                           D_LEASE\SALI\02_Deliverables\Interim Certificate of Completion of Lessee's Improvements
PM Product Turn Over (PTO) - signed Certificate of Substantial Performance (Interim)                           C_CONSTRUCTION\Contract X \16_Cert Subst Perf\Signed Cert Subst Perf (S34)
PM Approved Close Out Document (COD                       A_NPMS\08_Delivery Close Out\Close Out Document Approval (CODA)

 

Table Summary

This table lists the required NPMS deliverables at the Delivery Close Out of space projects (leased or crown accommodation), whether they are required or not for NPMS Full, Lite or Ultra Lite, when and by who they were approved, and where the documents are located.

National Project Management System (NPMS) support documents required at the delivery close out
Responsibility NPMS support documents Project execution stream requirements Completed (Yes / No / Not applicable) Electronic project filing structure (EPFS) document location
(Note: delete file reference and indicate file location if different from EPFS location)
Leased accommodation Crown accommodation
Full (F) Footnote 2 Lite (L) Footnote 3
> $1M
L
> $250K-
<
$1M
Ultra Lite (UL) Footnote 4
> $25K- <$250K
F L
> $1M
L
> $250K -<$1M
UL
> $25K-
<
$250K
Fit-
up
Renewal exercise – No fit up (RE-NFU) Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
PL Signed Identification Close Out Document (ICOD)                       A_NPMS\05_Identification Close Out\Identification Close Out Document (ICOD)
PM Environmental Compliance Management Program (ECMP) Checklist                           I_SPECIALIZED AREAS\Environmental Requirements\ECMP Checklist
PM Preliminary Identification of Env. Services Required (PIESR)                           I_SPECIALIZED AREAS\Environmental Requirements
PM Commissioning Assessment Form                           C_CONSTRUCTION\Contract X \14_Deliverables\Commissioning Docs
PM Consultant Risk Management Plan                             A_NPMS\09_NPMS Supporting Documents\Risk Management Plan
PM Construction Risk Management Plan                             A_NPMS\09_NPMS Supporting Documents\Risk Management Plan
PM Final Project Schedule (e.g. Gantt Chart - may be included in PMP or S-PMP)                       H_PROJECT MONITORING\01_Project Time Scope Budget\ Schedule
PM Project Review Advisory Committee (PRAC) Minutes                           A_NPMS\09_NPMS Supporting Documents \PRAC
PL Revised Project Complexity and Risk Assessment (PCRA) (if required to be revised)                     A_NPMS\09_NPMS Supporting Documents \PCRA
PM Substantive Cost Estimate (for confirmed or amended PA/EA)                 H_PROJECT MONITORING\01_Project Time Scope Budget\Budget
PM Sub Agreement for Lessee Improvements (SALI) (for design services and for construction services)                           D_LEASE\SALI\03_SALI X (replace with SALI no)\SALI Contract Documents
PM Lease Contract Award Letter (copy)                           D_LEASE\Lease
PM Lease Documentation Package (copy)                           D_LEASE\Lease
PM Construction Change Order Log                             C_CONSTRUCTION\Contract X \06_Change Orders\Change Order Log
PM As-Built Documentation and O&M Manuals                   C_CONSTRUCTION\Contract X\14_Deliverables\As-built Drawings
C_CONSTRUCTION\Contract X\14_Deliverables\O and M Manuals
PM Occupancy Permit                           D_LEASE\SALI\02_Deliverables\Occupancy Permit
PL Occupancy Instrument                   A_NPMS\08_Delivery Close Out
PM Completed SIGMA Performance Indicators
(for schedule, cost, scope)
                          Not Applicable
PM Consultant Performance Evaluation Report Form (CPERF)                         B_SERVICES\Service Contract X \07_Contract Close out\CPERF
PM Contractor Performance Evaluation Report Form (CPERF)                         C_CONSTRUCTION\Contract X \19_Contract Close out\CPERF
PM Commissioning Report (if required)                   C_CONSTRUCTION\Contract X\14_Deliverables\Commissioning Docs
PL Workplace 2.0 Accreditation Evaluation Grid                   H_PROJECT MONITORING\05_Compliance and Audits\Workplace 2.0 Accreditation
PL Non Compliance with Workplace 2.0 Fit Up Standards Monitoring Form and ADM Decision (if applicable)                   H_PROJECT MONITORING\05_Compliance and Audits\Fit-up Compliance Monitoring Form
PM Signed Final Certificate of Completion of Lessee's Improvements
(Note: Completion of this document and the required NPMS Project Execution Stream Deliverable and Support Documents identified above, constitute NPMS Project Delivery Close Out.)
                          D_LEASE\SALI\02_Deliverables\Final Certificate of Completion of Lessee's Improvements
PM Signed Certificate of Completion (Final)
(Note: Completion of this document and the required NPMS Project Execution Stream Deliverable and Support Documents identified above, constitute NPMS Project Delivery Close Out.)
                          C_CONSTRUCTION\Contract X\17_Cert Completion\Signed Cert Compl (S34)

Lessons learned documented

Note: Should more space be required, additional pages can be annexed to this document. For Lessons Learned requirements, reference the NPMS Directive on lessons learned for real property projects.

Prepared by:
Signature

Please print:
Name, Title (role of Project Leader) and date

Agreed by:
Signature

Please print:
Name, title (role of Project Leader) and date

Approved by:
Signature

Please print:
Name, title (For NPMS Full: role of Project Director / Regional Manager Project Management; For NPMS Lite: Senior Project Manager) and date

Comprehensive review completed (Y/N):

Cc: Property Manager

Table Summary

This table lists the post project delivery close out activities of space projects (leased or crown accommodation), whether they are completed or not, and where the documents are located.

Post project delivery close out activities
Responsibility Post project delivery close out activities Project execution stream requirements Completed (Yes / No / Not applicable) Electronic Project Filing Structure (EPFS) Document Location
(Note: delete file reference and indicate file location if different from EPFS location)
Leased accommodation Crown accommodation
Full (F) Lite (L)
> $1M
L
> $250K-
<
$1M
Ultra Lite (UL)
> $25K- <$250K
F L
> $1M
L
> $250K -<$1M
UL
> $25K-
<
$250K
Fit-
up
Renewal exercise – No fit up (RE-NFU) Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
Fit-
up
RE-
NFU
PM Final Space Measurement                   A_NPMS\08_Delivery Close Out
PM Completed Warranty Files  (if applicable)                           C_CONSTRUCTION\Contract X\14_Deliverables\Warranties
PM Completed Contract Files                   B_SERVICES\Service Contract X\01_Consultant Contract\Contract Docs\Signed Contract (S32)
C_CONSTRUCTION\Contract X \01_Contract\Contract Docs\Signed Contract
E_GOODS\Goods Contract X \01_Supplier Agreement\Contract Docs\Signed Contract (S32)
PM Project Closed Out in SIGMA                   Not Applicable

Prepared by:
Signature

Please print:
Name, Title (role of Project Leader) and date